final minutes. of spring council of peers meeting may …

MINUTESSouthEastRegionalDirectorsInstitute

SpringCouncilofPeersMeetingMay18,2019

Wilmington,NorthCarolina

CouncilofPeersAttendees:AnthonyStarr,VicePresident(N.C.) RodneyLarsen,Treasurer(Ark.)GregClark(Ala.) SashaGrist(Ark.)PatSteed(Fla.) ScottKoons(Fla.)ChrisRietow(Fla.) LloydFraiser(Ga.)MikeBurress(Ky.) EricSexton(Ky.)LeanneMazer(Md.) RobertHiett(N.C.)DavidRichardson(N.C.) RonMitchum(S.C.)SarahSmith(S.C.) RandyImler(S.C.)MarthaShickle(Va.) KevinByrd(Va.)WayneStrickland(Va.) SheenaHunt(W.Va.)CarolJackson(W.Va.)MississippiandTennesseewerenotrepresentedatthemeetingOthersinAttendance:JenniferCodo-Salisbury(Fla.) DannaStansbury(N.C.)BillMolnar(S.C.) DennisStripling(Ala.)JoeMcKinney(NADO) VickiGlass(SERDISupport)JimYoungquist(SERDISupport) I. CalltoOrder AnthonyStarr,VicePresident,SERDICouncilofPeers

AnthonyStarr,VicePresidentoftheSERDICouncilofPeerscalledtheSpringMeetingoftheSERDICouncilofPeerstoorder,welcomingallandnotingthatSERDIPresident,SuzanneBurnette(Ala.)hadretiredearlierinthemonth.HethankedherforhermanyyearsofservicetotheLee-RussellCouncilofGovernmentsaswellasherleadershipinSERDIasacouncilofpeers’members,and,asPresidentoverthelasttwoyears.VicePresidentStarrhadallinattendanceintroducethemselves.

II. FinancialReport RodneyLarsen,Treasurer,SERDICouncilofPeers

RodneyLarsen,TreasureroftheSERDICouncilofPeerspresentedthelatestfinancialreport.Thecurrentbalanceintheaccountstandsat$126,862.42.SERDIfinancesareonsoundfinancialgroundwhichwasnotthecasein2015whenSERDIbecametheadministratorofitsownfinancesfromNADOthathadbeenthefinancialmanagemententity.ItwasatthattimetheSERDICouncilofPeersincreasedannualduesto$800annuallyandbeganitsclimbtofinancialstability.ThefinancialsolidgroundhasenabledtheCounciltofinanciallysupporttrainingand

Page|2May18,2019MinutesoftheSpringCouncilofPeersMeeting

SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin

thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia

501-766-5659www.serdi.org828-322-9191

conferencesaswellassubjectspecificfly-ins.HatsofftoTreasurerLarsenandhisfinancialassistantTinaRoushfortheirprudentadministrationofSERDI’sfinancialmanagementovertheyears.

AmotionwasmadebyWayneStrickland(Va.)andsecondedbyRonMitchum(S.C.)toacceptthereport.Themotioncarriedwithoutopposition.

III. MembershipReport AnthonyStarr,VicePresident

VicePresidentStarrcalledeveryone’sattentiontothe2019MembershipListinthemeetingpacketnotingthatmembershipwasthehighestithadbeensincetheduesincreasein2016,at82members.Thegoalformembershipfor2019was80.VicePresidentStarrchallengedtheCouncilofPeerstoimprovethemembershipfor2020to90.Thereare139councilsinthe12-statefootprint.Arkansashas100%membershipwhileSouthCarolinahas90%in2019.

IV. FundBalanceCommitteeReport CommitteeMembers:PatSteed(Fla.), CarolJackson(W.Va.),RonMitchum(S.C), RodneyLarsen,Treasurer,&Anthony Starr,VicePresident

TheSERDICouncilofPeerstookpositivestepstoimprovethefinancialpositionoftheorganizationoverthelast5years.Thesestepshaveresultedinbuildingahealthyfundbalancetomeetorganizationalandmembershipneeds.AttheFallPlanningMeetingin2018theCouncildiscussedtheneedtoestablishafundbalancepolicytoguidefuturedecisions.ACommitteewasappointedtoconsiderrelevantfactorsthatwouldgointothedevelopmentofafundbalanceincluding(1)cashflowneedsofSERDI(2)currentcontractedservicesbySERDI(3)SERDIAssessments;and,(4)SERDIExecutiveDirectorSearches.TheCommitteeestablishedfourpolicygoals:(1)Maintaincashreservestodealwithunforeseenexpensesorcircumstances(weatherimpactsontheconference,suddenchangesinmembershiplevels,etc.);(2)Meetcashflowneedstoaccommodatelowercashbalanceperiodsduringtheyear;(3)Maintainenoughcashreservestopayoneyearofcontractservices(currently$41,500);and,(4)MakefundsavailabletoactonstrategicopportunitiestofurthertheinterestofSERDIanditsmembers.

IV. FundBalanceCommitteeReport(Seeattachment)

BasedonthereviewoftheCommittee,itrecommendedthatSERDItargetafundbalanceof$65,000.FurthermoretheCommitteerecommendedthatanOpportunityFundbeestablishedforstrategicinitiatives.Attheendofeachfiscalyear,theTreasurerwouldtransferfundsinexcessofthefundbalancetotheOpportunityFund.ExpendituresfromthisfundwouldonlyoccurwiththeapprovaloftheCouncil.

Page|3May18,2019MinutesoftheSpringCouncilofPeersMeeting

SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin

thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia

501-766-5659www.serdi.org828-322-9191

AdiscussionoftheCommittee’sreportfollowed.Amotionwasmadebythecommittee,andseconded,toapprovetheproposedFundBalancePolicy.AmotiontoamendthemotionwasmadebyRandyImler(S.C.)andsecondedbyRobertHiett(N.C.)tonotusetheOpportunityFundforlobbying.Motioncarriedwithoutdissent.AsecondmotiontoamendthemotionwasmadebySashaGrist(Ark.)andGregClark(Ala.)tohavetheOpportunityFundfocusedonprofessionaldevelopmentperiod.Motioncarriedwithoutdissent.Themotion,asamended,toapprovetheFundBalancePolicywasapprovedunanimously.

V. MarketingYourRegionalCouncilFly-In MarthaShickle(Va.) BriefOverview Forthesecondtimein2years,SERDIhostedasubject-specificfly-ininFebruaryinAtlanta,Ga.

Thisyear’sfly-inwasonMarketingYourRegionalCouncil.Seventy-One(71)participantsattendingthefly-inthatconsideredallaspectsofmarketingandcommunicationstoenhanceregionalcouncilsandtheirstateassociationsinthe12-stateregion.EricaAllisonofFormationsPRinHendersonville,N.C.facilitatedtheevent.Whilethesummaryofthefly-inwasdistributedtoparticipants,theCouncilaskedJimYoungquisttodistributethesummarytoall2019members.MarketingandCommunicationsisaveryimportantaspectofthesuccessandrelevanceofregionalcouncils.ItwastheopinionoftheCouncilthatafocusonthisareaneedstocontinue.

VI. 2020Fly-InPossibilities JimYoungquist(SERDISupport)

AttheconclusionoftheAtlantaFly-In,therewasadiscussionofpossibletopics,if,therewasa2020fly-in.Therewereeight(8)suggestionsmadethatincluded(1)EmploymentLaw(2)FinancialIssues(3)HumanResourcesPractices(4)ManagingPeople(5)LeadershipDevelopmentofYourStaff&Yourself(6)EngagingYourBoard(7)SupervisorTrainingforMiddleandUpperManagement;and,(8)Technology.Athoroughdiscussionfollowed.ItwasdeterminedthatthereshouldbeaHumanResources/TalentDevelopmentfly-inin2020.ContinuingafocusonMarketingandCommunicationswasalsodiscussed.AmotionwasmadebyRonMitchum(S.C.)andsecondedbyKevinByrd(Va.)fortheCounciltosponsoraFly-IninFebruary2020inAtlanta.Motioncarried.AFly-InCommitteeconsistingofChrisMcKinney(S.C.),SashaGrist(Ark.),BrandonDavis(Va.);and,LoriCorley(Ala.)willworkwithJimYoungquisttodevelopthefly-infocusandagenda.MarthaShickle(Va.),RandyImler(S.C.);and,EricSexton(Ky.)willdeterminethenextdirectionforMarketing/Communications.

VII. At-LargeMemberNominations AnthonyStarr,VicePresident

Page|4May18,2019MinutesoftheSpringCouncilofPeersMeeting

SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin

thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia

501-766-5659www.serdi.org828-322-9191

TheSERDICouncilofPeershasthreeAt-Largeseats.Theseseatsareopentoassistantdirectorsorseniorstaffbynominationofastateassociation.OneofthethreeseatswasfilledgoingintotheSpringmeeting.TheFloridaRegionalCouncilsAssociationnominatedJenniferCodo-Salisbury,DeputyDirectoroftheCentralFloridaRegionalPlanningCouncilforoneoftheopenseats.TheNorthCarolinaAssociationofRegionalCouncilsofGovernmentsnominatedDannaStansbury,DeputyDirectorfortheLandofSkyRegionalCouncilforoneoftheopenseats.AmotionwasmadebyRobertHiett(N.C.)andsecondedbyChrisRietow(Fla.)toacceptthenominationsforthetwoopenat-largeseatsandcarriedwithoutdissent.Codo-SalisburyandStansburyjoinJohnByers,CommunityEconomicDevelopmentDirectoroftheThreeRiversPlanning&DevelopmentDistrict(Miss.)astheat-largemembers.

VIII. SERDITrainingandConferenceRefundPolicy AnthonyStarr,VicePresident

VicePresidentStarrnotedthatatthe2018FallPlanningMeetingtherewasdiscussionregardingtheneedtoconsiderarefundpolicyforSERDITrainingandConferenceregistration.Noformaldecisionwasmade.Howeverthemultiplenumberoflastminutecancellationsforthisyear’strainingandconferencehighlighttheneedtodeveloparefundpolicy.VickiGlassandJimYoungquist,SERDIsupportstatedthatlastminutecancellationshaveanimpactonmealcounts,meetingroomstructure,etc.AfterthoroughdiscussionMarthaShickle(Va.)madeamotiontoassessanadministrativefeeof$50priortoone-weekbeforethetraining/conferencewitharefundoftheremainderoftheregistrationfee.Therewillbenorefundforacancellationof7orlessdays.WayneStrickland(Va.)secondedthemotion.Motionpassedwithoutdissent.Itwasnotedthatthepolicyistoappearonfutureregistrationforms.

IX. ScholarshipFundDiscussion/MeetingStructure JimYoungquist,SERDISupport

JimYoungquist,SERDISupportstaffobservedthatthereweresomenewexecutivedirectorswhowereattendingtheNewExecutiveDirectorsTraining,butnotstayingfortheAnnualProfessionalDevelopmentConference.Somehadtoldhimtheycouldnotaffordtostayfortheconference.RelatedtothatwereconversationsthathehadhadwithsomeofthenewdirectorsfromthemillennialandgenerationXerasthatlikeSERDIbutdidnotlikethemeetingstructurecausingthemtogiveupweekendstoattend.JimnotedthathadreceivedmultipleemailsfromnewdirectorsthatdidnotbelongtoSERDIbecausetheywerenotgoingtoparticipateinorganizationsthatdidnotmeetonworkdays.ScottKoons(Fla.)notedthattheFloridaRegionalCouncilsAssociationpaysfor1st-YearexecutivedirectorstoattendSERDIasawaytoshowthemthebenefitsofparticipatinginSERDIandhopefullygettingtheminvolved.

Page|5May18,2019MinutesoftheSpringCouncilofPeersMeeting

SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin

thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia

501-766-5659www.serdi.org828-322-9191

TheCouncilofPeersdirectedJimtodevelopasurveythatwouldbepollall139regionalcouncilsintheSERDIfootprintontheirthoughtsofthecurrentmeetingstructureandtrainingandconferenceparticipation.VicePresidentStarrappointedaFuturesStructureCommitteeconsistingofDavidRichardson(N.C.),SarahSmith(S.C.),and,ChrisRietow(Fla.)willworkwithJimYoungquisttoanalyzesurveyresultsandpresentfindingsandrecommendationstotheCouncilofPeersattheirFallPlanningmeetinginOctober.

X. NominatingCommitteeReport RandyImler(S.C.), andElectionofOfficers NominatingCommitteeChair

NominatingCommitteeChair,RandyImler,referredtheCounciltotheirmeetingpacketsandtheNominatingCommitteeReportMemorandum.ChairImlernotedthatservingwithhimontheNominatingCommitteewerePatSteed(Fla.)andKevinByrd(Va.).TheCommitteepresentedthefollowingslate:President,AnthonyStarr(N.C.),Vice-President,MarthaShickle;and,CarolJackson(W.Va.)Secretary/Treasurer.ChairImlernominatedtheslateastheofficerspertheSERDIBy-lawsforthenexttwoyears.Theslatewaselectedunanimously.NewlyelectedPresidentStarrthankedtheCouncil,asdidVicePresidentShickleandTreasurerJackson.StarrpresentedaplaqueofappreciationofservicetoRodneyLarsenforhistimeasTreasurer.HepresentedagaveltotheAlabamadirectorstopresenttoSuzanneBurnetterecognizingherleadershipasretiringPresident.

XI. FallCouncilofPeersMeeting JimYoungquist,SERDISupport

JimYoungquistaskedtheCounciltheirpreferenceforthemeetingsitefortheFallCouncilPlanningmeeting.ThechoicesweretomeetinAtlanta,Charlotte,oranothersiteintheregion,or,tomeetinconjunctionwiththeNADOAnnualTrainingConferenceinOctoberinReno,Nevada.TheconsensuswastomeetattheNADOtrainingSundayOctober20that8:30AM.Breakfastwillbeserved.

XII. OtherAgendaItems&Adjournment AnthonyStarr,President They’rebeingnootherbusiness,themeetingwasadjourned.

Page|6May18,2019MinutesoftheSpringCouncilofPeersMeeting

SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin

thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia

501-766-5659www.serdi.org828-322-9191

ATTACHMENT

Page|7May18,2019MinutesoftheSpringCouncilofPeersMeeting

SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin

thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia

501-766-5659www.serdi.org828-322-9191

Approved Fund Balance Policy May 2019

Background: The SERDI Council of Peers (COP) took positive steps to improve the financial position of the organization in recent years. These steps, including wise financial management, have resulted in the building of a healthy fund balance to meet organizational and membership needs. At the fall meeting in October 2018, the COP discussed the need to establish a fund balance policy to guide future decisions. At that meeting, the COP authorized the appointment of a Fund Balance Policy Committee to draft a policy. Relevant Factors: The following represent the factors relevant to the organizations interests for an appropriate fund balance.

• CashflowneedsofSERDI.o Membershippaymentsmostlyoccurattheendofonecalendaryearandextends

intothebeginningofthenextyear.o Paymentsforconferencecostsoccurmostlyfollowingtheconferenceandafter

conferenceregistrationpaymentsbyattendeesaremadetoSERDI.o Conferenceregistrationfeesusuallycoverthecostsoftheconferenceanddonot

presentacashflowconcernasaresult.• CurrentcontractedservicesbySERDIincludeatotalof$41,500.

o Websitemaintenance($1,500,billedannually).o Staffing($25,000,dividedinto3paymentseachyear).o Meeting/conferencelogistics($10,000,billedannually).o Financialadministration($5,000,billedannually).o Membershipduesgenerateabout$64,000annuallyandcoverthecostsofthese

servicecontracts.• SERDIprovidesassessmentstolocalmembersatacostofabout$4,500.Aportionofthat

feeispaidtoSERDI($500)andtheremainingamountcoversthecostoftheparticipatingconsultants.PaymentsmadetotheparticipatingconsultantsaremadeaftertheemployingorganizationmakespaymenttoSERDI.

• SERDImanagesexecutivedirectorsearchprocessesforafeeof$10,000.AportionofthatfeeispaidtoSERDI($2,000)andtheremainingamountcoversthecostoftheparticipating

Page|8May18,2019MinutesoftheSpringCouncilofPeersMeeting

SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin

thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia

501-766-5659www.serdi.org828-322-9191

consultants.PaymentsmadetotheparticipatingconsultantsaremadeaftertheemployingorganizationmakespaymenttoSERDI.

Page|9May18,2019MinutesoftheSpringCouncilofPeersMeeting

SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin

thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia

501-766-5659www.serdi.org828-322-9191

Policy Goals: • Maintaincashreservestodealwithunforeseenexpensesorcircumstances(weather

impactsontheconference,suddenchangesinmembershiplevels,etc.).• Meetthecashflowneedstoaccommodatelowercashbalanceperiodsduringtheyear.• Maintainenoughcashreservestopayoneyearofcontractservices(currently$41,500).• MakefundsavailabletoactonstrategicopportunitiestofurthertheinterestofSERDIand

itsmembers.

Target Fund Balance: The target fund balance to meet the needs of SERDI is $65,000. Opportunity Fund: This policy establishes an Opportunity Fund to make cash available for strategic initiatives as directed by the SERDI COP. At the end of each fiscal year, the Treasurer shall transfer funds in excess of the fund balance target to the Opportunity Fund. These funds shall be held in a separate account and the Treasurer shall report on the balance and all activities to the COP with the regular financial reports. Expenditures from this fund shall only occur with the approval of the COP. No expenditures from the Opportunity Fund will be made for lobbying and the Fund will be used for professional development.